Inventory Transfers

Inventory Transfers

Inventory Transfers/Receipts

Use Form B 6-4, INVENTORY ASSET TRANSACTION  (revised 9/03), to change the status (sent to another school/department, sent to auction, stolen, etc.) of inventory asset items at your location.  Information provided on this form will be entered on the Lawson inventory system to update your inventory.

Inventory Asset Transactions

Purpose:  This procedure is used when moving an inventory asset item from one location to another within the school district (school to school, department to department, department to school, school to auction, school to junk, etc.)  It is also used to revise inventory asset information on the Lawson inventory system.

Procedure:   Use Form B 6-4, INVENTORY ASSET TRANSACTION (revised 9/03).  Proper execution of this form will eliminate the need for a separate work order, and your inventory will be revised accordingly. 

Directions for completing STATUS CODE section of form B 6-4 (revised 9/03)

CHECK ONE BOX ONLY

1.      Active - If the item is usable and personnel from the Warehouse or Technical Services are needed to move the item for use at a different location, mark this box.  Inventory information will be changed for both locations.

2.      Stolen - If the item has been stolen, mark this box.  The item will be deleted from your inventory.  Without a theft report attached, this will become a deficit on your inventory.

3.      Trade-In - If an inventory asset item has been traded in for the purchase of a new item, mark this box.  Attach the barcode from the item traded in to the Inventory Asset Transaction form, as well as documentation of the transaction.  The item will be deleted from your inventory.

4.      Destroyed (Fire/Vandalism) - If the item is no longer usable due to fire or vandalism, mark this box.  The item will be deleted from your inventory.  Attach a copy of the vandalism report in order to avoid an inventory deficit.

5.      Junk - Please contact Michael Rodriguez or Bob Sears before designating an item as junk (location 498).  If this box is marked, the item will be deleted from your inventory.

6.      Auction - If the item is being sent to the warehouse to be sold at auction (location 499), mark this box.  The item will be deleted from your inventory.

7.      Information Change Only - If the item has already been moved by someone other than Warehouse/Technical Services personnel, mark this box.  The inventory information will be revised.

8.      Donation/Gift - Please contact Michael Rodriguez  regarding a donation/gift.   These items cannot be bar coded and added to your inventory unless they are eligible to be networked.   If eligible, mark this box.

9.      Bar Code Only – If you need a bar code for a tagable item, check this box.  Be sure to provide the room number or current location in the appropriate column. 

1.     Transaction No. - Although this is an optional item, schools and departments are encouraged to use a numerical system to identify and track inventory asset transactions.  This will facilitate accurate and timely communication among the schools/departments, Technical Services, Warehouse and Administrative Services.

2.    Date - Enter in space provided in upper right-hand corner.

3.    l/A Number or Bar Code – This refers to the unique bar-code number which should be attached to the item itself.  It can also be found on your school/department printed inventory list under the “I/A NUMBER” column.  This is a very important number that must be included on the transaction form.

 4.      Catalog No. - This number can be found on your school/department printed inventory list under the “Catalog No.” column.  The number can also be found on the CATALOG NUMBER LIST in this section. 

5.      Brand Name and Detailed Description of Inventory Assets - Please complete this column with as much detail as possible.  The brand name is required for all bar-coded items. 

6.      Model No. - This information is very important.  The model number is required for all bar-coded items. 

7.      Serial No. - This information is very important. The serial number is required for all bar-coded items. 

8.      Purchase Order No.- Complete this column only when you are requesting that an item be bar coded.  For all other purposes, leave this column blank. 

9.      Date Received – Complete this column only when you are requesting that an item be bar coded.  For all other purposes, leave this column blank. 

10.  Room No. - Complete this column only when you are requesting that an item be bar coded.  For all other purposes, leave this column blank. 

11.  Quantity - Identify the quantity of the item being transferred. 

12.  Unit Cost - If available, complete this information. 

13.  “From” Area  - Identify the location from which the item is being transferred.  Provide both the three-digit location code and the name of the school/department.  

14.  “To” Area - Identify the location receiving the item, which is being transferred.  Provide both the three-digit location code and the name of the school/department. *

*NOTICE:  This includes items transferred either “to” or “from” the warehouse for junk or auction.   Do not use location code 815, which refers to the Warehouse Department.  Use either of the following:  498/Junk or 499/Auction.

 15. Approval Signatures - The “From” signature must be the campus principal or the department administrator.  The “From” signature must be on the forms when they are sent to the warehouse for processing and transfer of the inventory asset item(s).

Directions for Routing Form B 6-4 (revised 9/03)

As indicated in the upper left corner of the form, separate only the goldenrod copy and retain for your file.  Send all other copies to Bob Sears (Warehouse).  When these properly completed forms are sent directly to the warehouse, a separate work order is not necessary.  If any pertinent information is missing, the forms will be returned to the appropriate location.  Please supply the missing information and promptly return the forms to the warehouse so the process can be completed.  Warehouse personnel will physically transfer the inventory asset(s) to the appropriate location (s) and will enter revised inventory data on the Lawson inventory system to ensure accurate inventory reports for each school/department involved in the transfer.

 If the inventory asset has already been moved by someone other than Warehouse personnel, retain the goldenrod copy for your file and send all others to Bob Sears (Warehouse) for processing.

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Last modified: 11/09/2011